Redtail CRM Integration. Users Guide Cities Digital, Inc. All rights reserved. Contents i

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1 Redtail CRM Integration Users Guide 2011 Cities Digital, Inc. All rights reserved. Contents i

2 Contents Redtail Integration with Laserfiche by Cities Digital 1 Overview... 1 Requirements 3 Minimum Server Requirements... 3 Recommended Server Requirements... 3 Minimum Software Requirements... 4 Installation Checklist 5 Installation Checklist... 5 Installation and Configuration 9 Installation... 9 Configuration... 9 Using the Integration 13 Using the Laserfiche Redtail Integration Uninstall Troubleshooting 19 Common Issues Error Codes Support 21 Contact ii Contents Redtail Integration

3 Redtail Integration with Laserfiche by Cities Digital Overview The integration between Laserfiche and Redtail CRM allows users to view client record documentation stored in Laserfiche within the Redtail CRM interface. While viewing client record information in Redtail CRM a user can click on the Integrations tab to execute a search to find that client s documentation in Laserfiche. If no client exists in Laserfiche, the integration dynamically creates a folder structure and applies Laserfiche template information. The template information populated to the Client Folder is pulled from the client s metadata information in Redtail s CRM. The integration uses Laserfiche s Web Access to display client documents and provides Laserfiche functionality right from the CRM interface. Redtail Integration with Laserfiche by Cities Digital 1

4 Requirements Minimum Server Requirements Server Hardware: Processor Type: Ram: Minimum Requirements: 3GHz Intel / AMD Compatible x86/x64 Dual-Core Processor or better 2GB (not including Operating System Requirements) Operating System: Windows Server 2003/2008, Windows XP, Vista, 7 (Standard or Enterprise Edition, 32-bit or 64-bit) Other: Recommended Server Requirements Microsoft.NET Framework 3.5 or higher Server Hardware: Processor Type: Ram: Minimum Requirements: 3GHz Intel / AMD Compatible x86/x64 Dual-Core Processor or better 8GB (not including Operating System Requirements) Operating System: Windows Server 2003/2008, Windows XP, Vista, 7 (Standard or Enterprise Edition, 32-bit or 64-bit) Other: Microsoft.NET Framework 3.5 or higher Requirements 3

5 Minimum Software Requirements Software: Minimum Requirements: Laserfiche: Version 8.0 or higher Laserfiche Web Access: Version 8.0 IIS: Version 6 or higher Other: IE 7 or higher, FireFox 3.5 or higher, or Chrome 4 Requirements Redtail Integration

6 Installation Checklist Installation Checklist The following checklist can be used to ensure that all Laserfiche and Windows information is gathered before installing the Redtail CRM Integration. Details for each of the checklist steps are provided in the sections that follow the checklist. Do the install prerequisite tasks before installing the Redtail CRM Integration If not currently installed, install Laserfiche Server and Client Version 8.0 or higher If not currently installed, install Laserfiche Web Access Version 8.0 or higher Obtain the following information about Laserfiche Server and Client. Laserfiche Server Name Laserfiche Repository Name User Name - (Administrator Rights) Password Web Access URL Obtain the following information about Windows. Verify the Minimum Software and Workstation Requirements Install the Redtail CRM Integration Double-click on the installer.exe. Agree to the Terms of Agreement. Enter the Product Activation Key. Key is given at time of purchase Verify install path for the integration. Installation Checklist 5

7 C:\inetpub\wwwroot\RTI Confirm install settings and finish installer. Settings for the Redtail CRM Integration Click LFRedtail Integration Settings under user programs to open the configuration window. The following fields are required information for Laserfiche: Laserfiche Server Name Laserfiche Repository Laserfiche Username Laserfiche Password Laserfiche Volume The following field is required for the Integration: WebAccess URL o Example: Configure the Redtail CRM Integration Go to The following fields are required for the Integration Record Information o Laserfiche Folder Path o Template to be assigned to created folders o Corresponding Entity Attributes per Template Field Note: This is for searching purposes within Laserfiche. o Laserfiche Briefcase to use upon creating client Folders. Verify Web Access Settings Ensure that the correct Laserfiche and Web Access settings are applied NOTE: These settings will vary. The Laserfiche administrator must ensure that best practices are met for the company and that security protocols are met. 6 Installation Checklist Redtail Integration

8 Access Rights for users utilizing the integration are applied in regard to Laserfiche folders, documents, and template data o See the Laserfiche documentation for detailed instructions and best practices on security and access rights. Correct Rights and Assigned Privileges are set on the Laserfiche users utilizing the integration Web Access Login is set to fit the needs of the CRM Users o Example: Auto-Login as specific Laserfiche user, Auto-login using windows authentication, or prompt for Laserfiche credentials. Installation Checklist 7

9 Installation and Configuration Installation To install the Laserfiche Redtail Integration, double click on the LFRedtail.exe file. This will run the installer automatically. Note: The installer will configure a directory in IIS called RTI, and will install the web integration there. Do not change this file path. The integration includes a windows form that will be installed in the users Start All Programs directory. This will be used for users Laserfiche configuration. Configuration In order to successfully run the Laserfiche Redtail integration, an administrator must set up the following configurations: Login Configuration: Under Start All Programs, the administrator can run the RTI configuration for Laserfiche. This form will require users Laserfiche Server, Repository, login information, and Laserfiche Web Access URL. NOTE: The login information given here will NOT be used by each user, but will be used for initial set up of the integration only. Each user will log into their own Web Access Account. Installation and Configuration 9

10 Figure 1 Initial Configuration for the Integration Template Field Configuration: The second thing the administrator will configure is the mapping between CRM entity fields and Laserfiche Template fields. o o Navigate to the following URL: For the three entities Account, Contact, and Lead, fill out the web form provided with the following information: Laserfiche Folder Path If no path is denoted, all folders created by the integration will be stored off the root of the Laserfiche repository. Template This is the Laserfiche template fields the integration will use to search for in Laserfiche. Template Fields These fields are dynamically created upon choosing a Laserfiche Template. CRM Attributes Next to each Laserfiche Template Field, there is a drop down list to choose which CRM Attributes to map to. This will configure the Laserfiche search method to search based on whichever CRM attribute is chosen. Laserfiche Briefcase Upload For each entity, it is required that a Laserfiche briefcase is imported. If no folder structure if found for a given client, the integration will create a folder named based on the configuration, and import this briefcase as the subfolders. 10 Installation and Configuration Redtail Integration

11 Figure 2 Administration Configuration for the Integration After these configurations are set up, users can then access the integration in their Redtail CRM by clicking on the Integration Tab within any client record. Installation and Configuration 11

12 Using the Integration Using the Laserfiche Redtail Integration NOTE: the integration must be configured within Redtail CRM using the following steps: Log into Redtail CRM. Click Manage Your Account and select Change Site Preferences. Click Integrations under the Preferences section. Locate the Integration labeled Cities Digital (Laserfiche), and enter the required information: o of installed integration>/rti/webaccess.aspx o This will point Redtail CRM to the server installation of the integration. Using the Integration 13

13 After the Integration is configured from Redtail CRM s Manage Your Account page, the user can navigate to a Client Record to use the integration. Once the user is in a Client Record, click on the Integrations Tab. This will search Laserfiche for that user s Client Folder and display it. If the Client Folder does not exist, the integration will create it and import the preconfigured briefcase into that folder. NOTE: If Laserfiche Web Access is set to Auto-Login using Windows Authentication the current user must have access to the Client Folders within Laserfiche. Figure 3 the Laserfiche link can be found by clicking Integrations at the bottom of the page 14 Using the Integration Redtail Integration

14 Figure 4 Redtail Client Folder in Laserfiche Web Access From this window, users have all the Web Access functionality available to them: View and edit Template and Field data Upload documents Using the Integration 15

15 Scan in documents Delete documents Export documents and briefcases Export Electronic Files, List Contents, PDF, Images, Text 16 Using the Integration Redtail Integration

16 Laserfiche Search Capabilities Uninstall To uninstall, go to Control Panel Programs and Features. Here there is a list of all programs installed on the machine. Find RTI in the list, highlight the program by clicking on it, and click Uninstall. The Windows Install Wizard will ask for confirmation to uninstall the program from the computer. Click Yes. The Windows Install Wizard will then walk through the uninstalling process. Using the Integration 17

17 Troubleshooting Common Issues Issue: The iframe is displaying an Error Config page with the error: The configuration has not been set up. Resolution: Have the administrator set up the Field Configuration by going to Error Codes Error Code: Navigation has been cancelled Error Definition: Ensure that the Internet options are set to allow the integration server as a Trusted Site. Tool Internet Options Security Click on Trusted Sites Add the server hosting the integration as a trusted site. Troubleshooting 19

18 Support Contact Please contact the Cities Digital support team with questions about installation or troubleshooting. Cities Digital, Inc: Support Support Phone: (651) option O Neil Rd, Suite 150 citiesdigital.com Support 21